Temporary Part-Time Office Assistant

Circle of Friends Child Development Center•Fairfield, CA

12d•Onsite

About The Position

Circle of Friends is a privately owned child care center seeking to hire professionals to support our early care and education program. Our Core Values Friendly and Fun Environment Respectful and Responsive Environment Integrity is at the core and woven in every aspect of our program Environments are welcoming, beautiful, and engaging Nurturing environment where children develop a sense of trust and security Dedicated to providing high quality care and education Service - Every child and family deserves excellence Job Summary: The Office Assistant, under the direction of the Site Director, performs a variety of clerical tasks related to the operation of an early care and education program and general clerical support for 2 location sites. The Office Assistant works as a member of the school team, supporting the Program Director and teaching staff and performing specialized student services, record keeping, and varied support work. Student services record preparation and maintenance involves responsibility for major functions, maintenance of student database, enrollment, and withdrawal. Student services assignments require a full working level of understanding of the records maintained and the specialized automated database software programs used in the work.

Requirements

Must possess a high school diploma
must be at least 18 years of age
must have two (2) years of general clerical experience
Must have knowledge of correct English usage, spelling vocabulary and perform mathematical calculations accurately
experience with computer, telephone techniques
filing systems
Must have physical, fingerprints, and TB skin test
This position requires the ability to work in a busy environment

Responsibilities

Ability to analyze situations and apply specific rules and policies with good judgment.
Maintain confidentiality.
Ability to communicate effectively orally and in writing and excellent organizational skills.
Organize, monitor, and maintain all children and staff files (current and compliant with State and Federal regulations).
Monitor & maintain Facebook and Instagram business pages.
Track and monitor children’s attendance.
Preparing all enrollment and hiring packets.
Coordinates visitors to the center.
Assist with the intake, registration, and recertification of all children and families.
Keeps inventory of office, classroom, and janitorial supplies.
Responsible for the monthly billing for Child Care and Preschool fees; and for the posting of fee payments.
Answer and direct incoming telephone calls; take messages for Site Director and Staff; answer a variety of questions that require a good understanding of the school’s operating procedures and policies; and greet and direct parents and the public.
Maintain a professional and positive image and cooperative relationship with parents, staff, and children.
Perform varied administrative support and secretarial work to assist the Program Director and professional staff, such as giving information that requires a thorough understanding of the functions of the office; scheduling meetings and appointments; compiling information for reports; maintaining specialized records, and using the records to generate a variety of documents; monitor processes of the office to ensure that deadlines will be met and that information needed to meet requirements is available and correct, serve as receptionist, screen calls and refer callers to appropriate person; listen to students and parents who have service requests, concerns, and complaints.
Keyboard forms, correspondence, and notices to parents and staff. Format and print a variety of computer reports.
Operate standard office equipment, make photocopies, and assemble documents. Operate computer terminal, and scanner to enter data, process text, and generate reports; prepare query lists and use printers to generate outputs; troubleshoot student database computer system.